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#CoSIDA19 Convention Home
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#CoSIDA19 Convention Registration and Hotel Rerservation Information Announced
Last updated 2/8/2019
Beginning with the 2019 convention at the Marriott World Center in Orlando, CoSIDA and NACDA will require a
non-refundable deposit for sleeping room reservations in their respective room blocks at the convention host hotel.
As approved by the CoSIDA Board of Directors, a deposit for one night’s stay will be required for each one-night reservation, while a two-night deposit will be required for each reservation of two nights or longer. This deposit will be taken from the credit card used on the day the reservation is made.
The nightly rate at the Marriott World Center for 2019 for king and double rooms is $189. CoSIDA Convention registration and hotel reservations will open on Wednesday, Feb. 13, at noon Eastern.
This non-refundable deposit policy applies only to those making reservations at the Marriott World Center; this policy does not apply to convention hotel reservations at the Marriott Village (SpringHill Suites, Courtyard and Fairfield Inn & Suites) properties or the Caribe Royale in Orlando.
Hotel Reservation Process
For the Orlando World Center Marriott only:
- For guests who are making a reservation for one (1) night only, they will be charged a non-refundable deposit of one (1) night room and tax ($212.63) at the time of booking.
- For guests who are making a reservation of two (2) or more nights, they will be charged a non-refundable deposit of two (2) nights room and tax ($425.26) at the time of booking.
- The room rate at this property is $189 + 12.5% tax = $212.63/night
- When making a reservation, guests will provide contact information, credit card details and will need to agree to the terms and conditions of the non-refundable deposit before confirming the reservation.
- The credit card on file will not be charged until the evening of the day the reservation was made. Once the card is charged, an additional email with a receipt will be sent via email.
- If an institution requires payment with a Credit Card Authorization Form, still input the credit card details, but indicate in the "Additional Room Request" field: "Do not charge the credit card on file - will pay with a CCA Form." The hotel will then follow up with the form via email. This form must be completed and sent back to the hotel within 24 hours of receiving the form or the reservation will be canceled.
- If someone from your institution leaves, or needs to transfer their reservation, or the original method of payment needs to be changed, please email Mhrs.mcowc.groupservice@marriott.com. The original reservation name and confirmation number will need to be provided. The card originally used will be refunded and the new card will be charged. Additional nights cannot be added to the reservation if the hotel is sold out on those nights.
Why is CoSIDA implementing this policy?
Non-refundable deposits are becoming more common in the convention and events industry. They are designed to encourage attendees to commit to coming and also to protect the organizing entity (in this case, CoSIDA and NACDA) from attrition caused by unused or cancelled sleeping room reservations that could trigger a financial penalty to the associations.
At the 2018 convention in Washington, D.C., rooms cancelled by attendees just prior to the convention caused CoSIDA’s sleeping room numbers to fall below contracted totals.
NACDA has experienced similar issues in recent years and initiated the non-refundable deposit beginning in 2019.
How will my credit card be charged?
Your card will be charged for the corresponding one or two nights the day the reservation is made. Then you will be charged for remaining nights when you check out following the convention. For example, if you make a five-night reservation, you will be charged for two nights up-front, then the other three nights upon check-out.
If an institution requires payment with a
Credit Card Authorization Form, still input the credit card details, but indicate in the
"Additional Room Request" field:
"Do not charge the credit card on file - will pay with a CCA Form." The hotel will then follow up with the form via email.
This form must be completed and sent back to the hotel within 24 hours of receiving the form or the reservation will be canceled.
If I’m unable to attend and need to cancel my reservation, what are my options?
If a room reservation is made then cancelled with the host hotel, the deposit will remain on the credit card and no refund will be offered.
If you wish to transfer your room to another attendee, or if someone from your institution leaves, or the original method of payment needs to be changed, please email
Mhrs.mcowc.groupservice@marriott.com. The original reservation name and confirmation number will need to be provided. The card originally used will be refunded and the new card will be charged. Additional nights cannot be added to the reservation if the hotel is sold out on those nights.
(updated 2/8/19)
You may also offer the room back to CoSIDA by contacting Associate Executive Director Will Roleson at
willroleson@cosida.com. If there are names on CoSIDA’s wait-list at the hotel, your card MAY be refunded if the room is used by another guest.
Waitlist Process
If a guest is waitlisted at the Orlando World Center Marriott (for some or all nights),
they will still need to complete the reservation process, provide credit card details and agree to the terms and conditions of the non-refundable deposit.
- CoSIDA will begin to see movement from the waitlist in mid-May. The waitlist is solely based on cancellations received and is unrelated to the timing of when a guest made the waitlist reservation.
- If a guest is accommodated from the waitlist to the Orlando World Center Marriott, the card used to make the waitlist reservation will be charged, according to the terms and conditions of the non-refundable deposit. If accommodations were previously confirmed for at least one (1) night and the non-refundable deposit was paid, but additional room nights are still required, the guest will only be charged for one additional night's room and tax — no more than two (2) nights room and tax will be charged as part of the non-refundable deposit.
- Guests on the waitlist for the World Center are encouraged to make a back-up reservation at the Marriott Village or Caribe Royale.
* For the Marriott Village ONLY: If a guest has a confirmed reservation and is then accommodated from the waitlist to the World Center, the reservation at the Marriott Village will be automatically cancelled. No penalties will be accrued, regardless of when the move takes place.
Overflow Properties
If the Orlando World Center Marriott is sold out, or if you do not want to pay the non-refundable deposit, CoSIDA and NACDA will provide a block of rooms at the
Marriott Village, where a deposit is not required at the time of booking. The properties included in the Marriott Village are:
Courtyard Marriott, SpringHill Suites and the Fairfield Inn & Suites.
- The room rate for all of these properties is $172 + 12.5% tax = $193.50/night
- Complimentary round-trip shuttle transportation between the Orlando World Center Marriott and the Marriott Village will be available during Convention Week.
- Cancelation Policy: Reservations at these properties must be cancelled 48 hours prior to arrival date, UNLESS the guest is removed from the waitlist and accommodated at the World Center.
Rooms will also be available at the Caribe Royale. CoSIDA and NACDA do not have a contracted room block at this property, so rates are subject to change based on the time the reservation is made. Complimentary round-trip shuttle transportation between the Orlando World Center Marriott and the Caribe Royale will be available during Convention Week.
Will this policy remain in effect for future conventions?
Yes; at this point, CoSIDA and NACDA plan to require a non-refundable deposit at the convention host hotel in upcoming years, including Las Vegas (Mandalay Bay) in 2020 and ’22 and Orlando again in 2021.
Any questions related to the hotel process for the 2019 Convention can be directed to Will Roleson at willroleson@cosida.com or (317) 490-2905.